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Description of the unit / department: Tr?caire, CAFOD and SCIAF represent the relief and development agencies of the Catholic Church in Great Britain and Ireland. In Ethiopia, the three agencies work collaboratively through a Joint Office with a single programme. The Joint Office has been working with partners on relief and development in Ethiopia for eight years. The Ethiopia programme is organised into three thematic programmes: Sustainable Livelihoods, HIV and AIDS Response and Civil Society Development. The project referred to in this job specification will be a major part of the Sustainable Livelihoods Programme.
Background to the Role: The Joint Office in Ethiopia has recently secured EU funding to implement a project entitled ‘Building Resilient Pastoralist Communities’ which will be implemented jointly through a consortium of five Ethiopian partners and Cordaid, the relief and development agency of the Catholic Church in the Netherlands, which also has a country office in Ethiopia. Tr?caire has taken the lead agency role in this project and holds the contract with the EU. The aim of the project is to support pastoralist communities in increasing their productive and income generating capacity which will ultimately reduce their vulnerability to volatile food prices. The project will be implemented by the five Ethiopian partners in eight districts with technical support from the Joint Office and Cordaid. The project implementation period is maximum 20 months and the total budget is € 2.5 million.
Reporting to: Ethiopia Joint Country Representative
Managing: (Individuals/Team) Project Accountant
Contract Type: Fixed
Contract Duration: 12 months (until project closes)
Grade and Scale: Overseas Programme Officer
Location of Position Addis Ababa, Ethiopia (with at least 50% time spent in field)
Scope of the Role: The Project Coordinator will be based in the Joint Office and will work directly and exclusively on the EC-funded project Building Resilient Pastoralist Communities. The Project Coordinator will work in close collaboration with Joint Office programme, co-financing and finance staff to contribute to building and maintaining the effective institutional relationships with the project partners and the EC Delegation to Ethiopia and to contribute to implementation and documentation of the Joint Office Sustainable Livelihoods Programme, of which this project is a major component. The Project Coordinator will be responsible for coordinating the work of all project staff towards successful implementation of the project, but line management responsibility will be held by their respective organisations.
Duties & Responsibilities
Project Management
1. Responsible for overall implementation, including functional administrative and financial management of all project activities at the field sites.
2. Work very closely and in collaboration with Programme Managers at partner head offices to ensure the appropriate technical direction of the project and that the expertise and experiences of all organisations can be brought to the project.
3. Task manage partner project staff to plan and implement project activities and ensure activities are integrated with other similar community development activities of the government within the target woredas. This will include developing and regularly updating a detailed strategic plan to guide implementation of each component of the project.
4. Act as secretary to the Project Steering Committee which meets quarterly to review and oversee project progress.
5. Prepare and present to the Project Steering Committee a quarterly activity and output report, a quarterly financial report and a work plan and cost estimate for the coming quarter.
6. Facilitate and assist the project senior staff to regularly gather information required for the quarterly progress reports, monthly food security reports and annual project reports according to the EU contract specifications.
7. Ensure that any deviations from the budget agreed in the EC contract are communicated in advance to the Joint Office programme and co-financing staff so that approval can be obtained from the EU as per the contract.
8. Using participatory community development planning approaches, guide the project team on the identification of development options to address issues on natural resource management and management, pastoral/agricultural development and other community needs, giving a specific focus to value chain development and community managed disaster risk reduction approaches.
9. Ensure the maintenance of comprehensive records on the project, in compliance with the EU contract specifications, in liaison with partner head offices.
10. Collaborate with all partner staff, other partner projects and other NGOs on their relevant field of activities, exchange visits, training and studies within the wider Joint Office Sustainable Livelihoods Programme.
11. Coordinate the mid-term review and final evaluation and impact assessments of the project in close liaison with the relevant Joint Office senior staff.
12. Ensure accountability and transparency to all stakeholders in project implementation.
Human Resource Coordination
1. Liaise with partner head offices to facilitate the effective task management of all project senior professionals (Technical, Administrative and Financial).
2. Facilitate annual, quarterly and monthly project technical and support staff progress review and coordination discussions.
3. Coordinate the activities of the project staff through regular (at least monthly) meetings with all the operational staff from the five partner project offices in the field location.
Financial Management
1. Together with the senior project and local government staff, prepare annual, quarterly and monthly physical and financial plans in line with the project contract. Submit the quarter and annual physical plans and budget to the Project Steering Committee having first circulated them to partner Programme Managers, Joint Office programme and co-financing staff for comments and input.
2. Support the Project Accountant to produce financial reports (in liaison with the Joint Office and partner Head Office Finance Managers) on time and according to the requirements of the EU contract and project Memorandum of Understanding.
Reporting to Donors
1. Submit quarterly and annual technical and financial monitoring reports and monthly financial reports to the Project Steering Committee using the EU format.
2. Submit timely activity and finance progress reports to the appropriate government offices using the approved format.
3. Submit monthly food security situation updates using the EU format.
4. Ensure the implementation of the project activities as per the outcomes, activities, budget and timeframe indicated in the EU contract and bring any deviation from the original plan to the attention of the Joint Office senior staff in advance of making any changes.
Partner Relationships & Capacity Building
1. Work closely with Joint Office programme staff to identify the capacity building needs of partners and participate in wider discussions about partnerships.
2. Provide training and accompaniment to partner project staff to ensure effective project implementation.
3. Ensure timely technical support is provided, drawing on Joint Office, partner head office or consultancy backstopping support where appropriate.
4. Communicate regularly with programme staff on issues of partnership, and participate in seeking solutions to any issues arising.
External Relations
1. Ensure the establishment of a working partnership with Oromia government offices at regional, zonal and district levels, as appropriate.
2. Ensure the involvement of government staff (project partners) in all project planning processes, implementation and community development activities.
3. Manage the process of building the capacity of government staff to implement project activities, in line with the intended outcomes of the project.
Learning
1. Ensure the documentation of learning in a way that all stakeholders in Borana Zone can access resources
2. Manage knowledge and experience coming out of this project ensuring that lessons learned will be documented and incorporating into the Joint Office Livelihoods Programme of which this project is a major part of.
Person Specification – Essential Requirements (E)
(E) Qualification University degree in a field related to livelihoods/ food security/ rural development
(E) Experience Project Management Experience
1. At least 5 years experience in project management in a partnership context
2. Experience of managing project budgets in the region of €2.5m
3. Experience of managing donor funds including understanding of compliance issues
4. Experience of narrative and financial reporting to donors, specifically the European Union
5. Experience of on-the-job accompaniment and capacity building with local partners
Sector Experience
6. Knowledge of food security and livelihoods
7. Knowledge of gender and HIV mainstreaming
8. Knowledge of conflict sensitive and Do No Harm approaches
9. Knowledge and understanding of the pastoralist context
(E) Skills 1. Strong project management skills including experience of project cycle management and participatory approaches
2. Excellent written and verbal communication skills, including an ability to negotiate while being sensitive to a broad range of people and organisations
3. Partnership skills including ability to coordinate activities of multiple partners
4. Ability to think, manage and communicate strategically
5. Ability to support and motivate partner project staff to achieve their full potential
6. Excellent report-writing skills
7. Computer literacy and familiarity with word processing, spreadsheet and database software
8. Fluency in written and spoken English
(E) Qualities 1. Constructive and supportive ways of working with local partners at field and head office level
2. Strong, motivating leadership
3. Self starter with a ‘can do’ attitude
4. Contributes to positive team working
5. Confident and diplomatic when dealing with all levels of authority
6. Ability to handle working under pressure
(E) Other 1. Cultural adaptability
2. Ability and willingness to travel regularly and be based in field location for extended periods, often at short notice
3. A commitment to Tr?caire vision, mission and values is essential for all staff
Person Specification – Desirable Requirements (D)
(D) Qualification Master’s degree in related field
(D) Experience 1. Experience of working in Ethiopia, especially pastoralist areas
2. Expertise in value chain development
(D) Skills 1. Research management skills
(D) Qualities 1. Understanding of the work of the Catholic Church in a development context
(D) Other Full driving licence
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